MINUTES MERIWETHER COUNTY BOARD OF COMMISSIONERS JUNE 9, 2025 6:00 PM Commissioners Present: Chairman Adam Worsley, Vice Chairman Emmett Collins, Commissioner Gene King, Commissioner Jennifer Snelson, and Commissioner Bryan Threadgill Commissioners Absent: None. Staff Present: County Administrator John Gorton, County Clerk Allyson Stephens, Administrative Assistant Hailee Palmer, and County Attorney Nathan Lee. Staff Absent: Finance Director Jamie Tarleton I. CALL TO ORDER The Meeting was Called to Order at 6:00 p.m. by Chairman Adam Worsley. II. INVOCATION The Invocation was given by Mr. Larry Dunaway. III. PLEDGE TO THE FLAG All. IV. ADOPT AGENDA The Agenda was. Amended to Add #7 Under. New Business - Parcels 108-003 and 108-002-001, Add #8 Under New Business - Confirmation ofE91 Expendturesfor. Fiscal Year 2024, and. Add #9 Under New Business - Set Public Hearingfor. June 24, 2025,for Variance for Hidden Meadows-and Closure ofOld Woodbury Road. A motion was made to Adopt the Agenda by Commissioner Bryan Threadgill and seconded by Commissioner Jennifer Snelson. All were in favor. V. PRESENTATIONS None. VI. FINANCE REPORT Due to a prior commitment, Finance Director Jamie Tarleton was unable to attend the meeting. County Administrator Gorton presented the Finance Report on her behalf. County Administrator Gorton stated that all County bank account balances had been reviewed and no issues were found. He highlighted strong investment returns through the Local Government Investment Pool (LGIP). Fori the month ofMay, the General Fund generated $44,428 in interest, bringing the total year-to-date interest earnings for that fund to nearly $300,000. Additionally, the Special Projects LGIP fund accrued over $100,000 in interest for the year. County Administrator Gorton noted that the first allocation for the 2025 TSPLOST had been received. The accompanying report also included updated balances and commitments for SPLOST and TSPLOST accounts. As ofthe meeting date, the 2020 SPLOST fund had a balance of$826,425.96, while the TSPLOST fund balance was $513,635.81. The report outlined current commitments, including the ongoing. jail plumbing project and culvert work, for which an invoice was expected shortly. Public Works had just acquired a saw blade for that project. He also mentioned the County's required local match for the LMIG project as part of the financial obligations. VII. DEPARTMENT HEADS County Administrator Gorton gave a recreation update on behalf of Recreation Director Allan Fordham, who was preparing for multiple youth sports tournaments scheduled for the upcoming weekend. It was reported that the 10U Dizzy Dean tournament had been hosted in Meriwether County from Thursday through Saturday, during which the 10U boys' team secured a close 8-7 victory against Bowdon. The team was now considering whether to advance to the Dizzy Dean State Tournament or to participate in the Georgia Recreation and Park Association (GRPA) Tournament. Additionally, the County would host the 10ULive Arm Baseball and 10U] Live Arm Softball District 4 Tournaments on Friday and Saturday. The 8U Coach Pitch Tournament would also be held locally, while the 8U girls' softball team would travel to Heard County. The newly purchased concession trailer has been used at these events, and the Recreation Department has received numerous compliments on the significantly improved concession experience, though a few logistical matters would need to be addressed. No other department heads provided reports at this time. VIII. CITIZEN COMMENT None. IX. MINUTES 1. Minutes, May 27, 2025, Regular Meeting 6:00 p.m. County Clerk Allyson Stephens stated that Commissioner Snelson had found a couple of typos in the Minutes, and those had been corrected, sO they were as written. A motion was made to Accept the Minutes by Chairman Worsley and seconded by Commissioner Snelson. All were in favor. X. PUBLIC HEARING None. XI. APPOINTMENTS 1. Appointment to the Recreation Advisory Board, District 1 - (Term July 1, 2025, through June 30, 2027) Commissioner King stated that he wanted to appoint Ms. Martine Foster, who is a volunteer currently working for the Recreation Department. When speaking with Ms. Foster, she stated that she would love to serve on the Board. A motion was made to Appoint Ms. Martine Foster to the Recreation Advisory Board, District 1 by Commissioner King. This motion was seconded by Commissioner Threadgill. All were in favor. 2. Appointment to the Recreation Advisory Board, District t2 - (Term July 1, 2025, through June 30, 2026) A motion was made to table this appointment until the next meeting, June 24, 2025, at 6:00 p.m. by Commissioner Snelson. This motion was seconded by Commissioner Threadgill. All were in favor. 3. Appointment to the Recreation Advisory Board, District 3 - (Term July 1, 2025, through June 30, 2027). A motion was made to appoint Johnny Williamson to the Recreation Advisory Board, District 3, by Vice Chairman Emmett Collins. This motion was seconded by Commissioner Threadgill. All were in favor. 4. Appointment to the Recreation Advisory Board, District 4 - (Term July 1, 2025, through June 30, 2026) A motion was made to table the appointment until the Regular Meeting on June 24, 2025, at 6:00 p.m. by Commissioner Threadgill. This motion was seconded by Vice Chairman Collins. All were in favor. 5. Appointment to the Recreation Advisory Board, District 5- (Term July 1, 2025, through June 30, 2027) Chairman Worsley questioned the date being June 20th instead of June 30th, like the rest of the appointments. County Clerk Stephens responded that it was a typo and should be June 30th. A motion was made to appoint Vic Dowis to the Recreation Advisory Board, District 5, with the correction of June 30th instead of June 20th by Chairman Worsley. This motion was seconded by Commissioner King. All were in favor. XII. UNFINISHED BUSINESS XIII. NEW BUSINESS 1. 2025-2026 ACCG Renewal Contribution Worksheet - Approve and allow Chairman/Vice Chairman to sign County Administrator Gorton presented the 2025-2026 ACCG-IRMA Renewal Contribution Worksheet for Board consideration. The County's current insurance policy with ACCG-IRMA is set to expire on June30, 2025. The total premium for the new coverage period, from July 1, 2025, to June 30, 2026, was $700,607. A 5% discount in the amount of $35,030 was applied due to the County's designation of a Safety Coordinator, reducing the net cost to $665,577. County Administrator Gorton provided a comparative summary of prior years' premiums. The 2022- 2023 premium was $375,763. It increased by 46% to $547,000 in 2023-2024, and again by nearly 17.5% to $661,000 in 2024-2025. This year's increase was minimal by comparison, rising by only 0.55%, or just under $4,000. Staff recommended continuing coverage with ACCG- IRMA for the upcoming policy year. A motion was made to approve the renewal at the proposed amount and to authorize the Chairman or Vice Chairman to sign the agreement by Commissioner Snelson. This motion was seconded by Vice Chairman Collins. All were in favor. 2. Resolution - State of Georgia Prosecuting Attorney's Council ofGeorgia State Paid County Reimbursed Personnel (SPCR) Contract and allow Chairman/Vice Chairman to sign County Administrator Gorton presented a resolution for Board approval authorizing the District Attorney to enter into a State Paid County Reimbursed (SPCR) Personnel Contract with the Prosecuting Attorneys' Council in Georgia. This contract enables funds appropriated by the Board of Commissioners for personnel in the District Attorney's Office to be recognized as state funds. The classification allowed those employees to receive state benefits and participate in the state retirement system. In accordance with state legislation, this resolution was required every three years. Due to the recent formation of a new. judicial circuit, the resolution now also requires formal approval by the Board of Commissioners. County Administrator Gorton confirmed that the resolution had been reviewed by County Attorney Nathan Lee, who was present and available for any questions. The Board briefly discussed the associated documents, including a contract already signed by District Attorney John Cranford and Peter Skandalakis of the Prosecuting Attorneys' Council. Upon Staff recommendation, a motion was made to approve the resolution and authorize the Chairman or Vice Chairman to execute the agreement by Commissioner Threadgill. This motion was seconded by Commissioner Snelson. AIl were in favor. 3. Consideration of Purchase ofPriority Valve for Hyundai HX-85 - Public Works County Administrator Gorton introduced the Agenda Item and deferred to Public Works Director Brian Griffith for a detailed explanation. Director Griffith informed the Board that the recently purchased Hyundai HX-85 tractor had several key components omitted during procurement in order to lower the purchase price, including the priority valve, which has led to significant operational issues. Without the valve, the tractor's hydraulic system was manually adjusted by a manufacturer representative to provide the high flow needed to power attachments. However, this adjustment now causes excessive hydraulic pressure across the entire machine, resulting in jerky, erratic operation and frequent hydraulic line blowouts. Director Griffith warned that this would eventually lead to damage of more critical and expensive components, such as pumps. The priority valve was essential for safely regulating hydraulic flow, ensuring smooth tractor operation while still powering attachments appropriately. Its absence was rendering the equipment unsafe and largely unusable fori its intended right-of-way clearing work. The cost to retrofit the valve was $17,719.57, and the tractor would be out of service for approximately four weeks during the repair. Director Griffith noted that while the original machine quote accurately reflected what was delivered, the modifications made to reduce cost had compromised the machine's usefulness and durability. Commissioner King expressed concern about the purchasing process and indicated a desire for the vendor, National Equipment Dealers, to work with the County on the price due to the issues resulting from the equipment configuration. Commissioner Snelson asked ifthey had to use that vendor or ifthey could research other company prices. Director Griffith replied that they would want to work with a vendor that worked specifically on Hyundai, and they were the only company in the area that did that. The Board brought up questions regarding the warranty and whether it was void. Director Griffith confirmed that the warranty was not void, but they were not covering that under the warranty. Director Griffith agreed to reach out to the vendor to request a reduced rate or consideration, given the recent purchase and the necessity ofthe valve. A motion was made to approve the purchase ofthe priority valve using TSPLOST funds not to exceed $18,000, with the request that Staff pursue price negotiation with the vendor by Chairman Worsley. This motion was seconded by Commissioner Snelson. All were in favor. 4. Decision on Road for Demo of Road Widening Machine - Public Works Public Works Director Brian Griffith presented to the Board a proposed road for an upcoming demonstration of a road widening machine. While the demo was initially arranged for a limited area, Director Griffith recommended expanding the scope to address serious safety concerns on Alvaton Road - a 5.5-mile stretch experiencing extensive edge crumbling and hazardous conditions due to high truck traffic. Director Griffith suggested either renting the equipment for a full month to complete the widening work in-house or contracting the project out, depending on which option proved more cost-effective. He noted the estimated rental cost for the necessary machinery including the road widener, broom, and roller would total approximately $14,250 for the month. Additional costs would include leasing trucks, estimated at around $2,400 per day, and asphalt materials at about $1,200 per load. Director Griffith projected the County would need roughly 33 loads of asphalt (513 tons), bringing the full project estimate to approximately $55,000, excluding weather delays or unforeseen costs. The Board discussed equipment availability, the importance of proper planning, and the potential impact ofinclement weather on project timelines. Director Griffith emphasized that Alvaton Road ranked as his highest safety priority since joining the County. He also suggested that, should the demo be extended, the County could address other roads as well, such as Judson Bulloch Road near Whitehouse Parkway. Director Griffith committed to gathering quotes from contractors and finalizing rental details, including possible weather-related accommodations, before the next meeting. A motion was made to table the discussion on the road for demo of the road widening machine until the Regular Meeting on June 24, 2025, 6:00 p.m. by Vice Chairman Collins. This motion was seconded by Commissioner Threadgill. All were in favor. 5. Miscalculation of 2020 TSPLOST Funds for Municipalities County Administrator Gorton informed the Board of a miscalculation in the percentage allocations for the 2020 TSPLOST and SPLOST distributions to the City of Greenville. The discrepancy was identified by Richard Hartley, CPA, for the City of Greenville and confirmed by County Staff. The Intergovernmental Agreement (IGA) specified that Greenville was entitled to 4.07% ofthe funds, but the system had incorrectly allocated only 4.06%, with the County's share listed as 65.01%. As a result oft the 0.01% shortfall, Greenville was owed $875.27 from SPLOST and $731.57 from TSPLOST, totaling $1,660.84. The correction would be made from the County's respective SPLOST and TSPLOST balances to reconcile the allocations in accordance with the IGA. Upon explanation, Commissioner Snelson made a motion to approve the correction. Commissioner Threadgill seconded this motion. All were in favor. 6. Discussion on Allocating Funds in the General Projects Line Item County Administrator Gorton informed the Board that the General Projects line item currently holds ai total of$3,660,934.06, comprising $3,660,692.86 in the LGIP account and $30,242.20 in a local bank account. He reminded the Board that when this line item was established, it was stipulated that all expenditures from the fund must be presented to the Board for review and approval before disbursement. Staff recommended that the Board consider allocating a portion oft these funds towards County building renovations - specifically the Courthouse - and ambulance purchases. County Administrator Gorton noted that while SPLOST funds remain available for both needs, the 2020 SPLOST would expire on December 31, 2025, with a renewal planned for the November 2025 ballot. He estimated that approximately 50% ofthe General Projects funds may be required for building renovations. Commissioners discussed the pros and cons of using these funds now versus waiting for potential SPLOST renewal. Commissioner Threadgill expressed concern about the decision not to include the Courthouse renovation as a Tier 1 project on the SPLOST ballot, arguing that it could have been largely funded through that mechanism instead of diverting resources from the General Projects fund. He emphasized that the sales tax would have distributed the cost burden across all consumers purchasing goods throughout the County rather than solely on County taxpayers. County Administrator Gorton explained that including a large Tier 1 project like Courthouse renovations might have jeopardized SPLOST passage. The current estimate from EMC for the courthouse roof and third- floor renovations was approximately $1.2-$1.22 million. With sufficient funds already accrued in SPLOST, this project could be fully funded without using the General Projects funds. Commissioner Threadgill supported the idea of reserving the General Projects funds for impactful community investments, noting that the money originated from federal COVID- related relief and was intended to benefit citizens directly. However, he acknowledged that the circumstances have changed and needs have emerged. Chairman Worsley and Commissioner King echoed the urgency of addressing Courthouse repairs and the importance of maximizing available funding without abandoning the original intention behind the reserve fund. The Board also discussed other funding sources, including the approximately $400,000 from a recent land sale deposited into the General Fund. County Administrator Gorton confirmed that the County currently held a surplus of approximately $2-$3 million in the General Fund, well above the six-month operating reserve required by ordinance. He also noted that he had consulted with auditors on how to properly record and allocate land sale revenues for building repair purposes. Additionally, a task order was issued to EMC to include a minimum one-year workmanship guarantee for any work performed on the courthouse, including the roof and third floor. Chairman Worsley made a motion to table the discussion till the July 7, 2025, 6:00 p.m. Regular Meeting to allow time to explore creative options and ensure a comprehensive evaluation of all available funding sources. This motion was seconded by Commissioner Threadgill. All were in favor. 7. Amended to Add #7- Parcels 108-003 and 108-002-001 County Administrator Gorton presented a request from Staff for the transfer of Parcels 108-003 and 108-002-001 - currently titled in the name ofthe Meriwether County Board of Commissioners - to the Meriwether County Airport Authority. He explained that both parcels were located within the footprint ofthe airport property, and transferring ownership to the Airport Authority would strengthen the Authority's ability to pursue and manage grant funding opportunities from the Federal Aviation Administration (FAA). Staff recommended that legal counsel be authorized to prepare the necessary transfer documents and that the Chairman or Vice Chairman be authorized to execute them. Commissioner Snelson initially made a motion that they authorize legal counsel to prepare the necessary documents to facilitate the transfer from the Board ofCommissioners to the Airport Authority, and the Chair or Vice Chair be authorized to sign, which was withdrawn to allow for further discussion. Vice Chairman Collins questioned the purpose of transferring the land and sought clarification on its necessity. County Attorney Nathan Lee addressed the Board, explaining that the FAA strongly encourages that all property associated with a general aviation airport be owned by a single entity, typically the Airport Authority. This unified ownership structure was aj prerequisite for FAA grant assurances and ensured that the airport remained eligible for 90% federal funding for improvement projects. It was noted that much ofthe airport property was still titled under the Board of Commissioners due to historical arrangements made in the 1960s when the County initially acquired the land. Consolidating ownership under the Airport Authority would gain title to the land, and the County would continue to benefit through increased federal investment in airport infrastructure. Additionally, County Attorney Lee explained that selling any part of the land held by the Board that had received FAA funds could result in repayment demands exceeding the property's current value. Chairman Worsley asked about the inclusion of a strip of land across Highway 27 as part of the parcel. County Attorney Lee clarified that this appeared to be part ofthe FAA's designated parcels, although the mapping may not be exact. Vice Chairman Collins asked legal counsel what the difference was between a Board and an Authority. County Attorney Lee explained the difference between the Board of Commissioners and an authority, noting that the Airport Authority, as a legally distinct entity, can sue and be sued, enter into contracts, and independently own property, similar to other public authorities such as development or hospital boards. Following the discussion, Commissioner Snelson made a motion to authorize legal counsel to prepare the necessary documents to facilitate the transfer of Parcels 108-003 and 108-002-001 from the Board of Commissioners to the Airport Authority, and to authorize the Chair or Vice Chair to sign those documents. This motion was seconded by Commissioner Threadgill. Voting in favor were Chairman Adam Worsley, Commissioner Gene King, Commissioner Jennifer Snelson, and Commissioner Threadgill. Voting in opposition was Vice Chairman Emmett Collins. The motion passed. 8. Amended to. Add #8 - Confirmation ofE911 Expenditures for Fiscal Year 2024 County Administrator Gorton presented the item, explaining that in accordance with requirements from the Georgia Department of Audits and Accounts (DOAA), all expenditures from the County's E911 Fund must be reported annually to the State of Georgia for compliance purposes. The confirmation report, which was provided to the Board, detailed the total expenditures from the E911 fund ledger for Fiscal Year 2024. This submission was part ofthe County's ongoing compliance process and was one of the final steps needed to ensure the release ofLocal Maintenance and Improvement Grant (LMIG) funding from the Georgia Department of Transportation (GDOT). County Administrator Gorton noted that the E911 expenditure confirmation was a routine, annual requirement under State law and mentioned that the final audit report was nearing completion. He had recently received a rough draft from the auditors, and ifno changes were needed, the report would bej published and submitted to DOAA by mid- week. Staff recommended Board approval ofthe reported expenditures and authorization for the Chairman to sign the confirmation report. A motion was made to approve the E911 expenditures and authorization for the Chairman to sign the confirmation report by Commissioner Threadgill. Chairman Worsley seconded this motion. All were in favor. 9. Amended to Add #9 - Set Public Hearings. for June 24, 2025, at 6:00 p.m. for Variance for Hidden Meadows, and Request. for Road Closure of Cane Creek Road from Old Woodbury Hwy to Cane Creek Staff presented a request to the Board to set two Public Hearings for. June 24, 2025, at 6:00 p.m. at the Commissioner's Building. The first Public Hearing would be for a variance request related to Hidden Meadows development. The second would be for the proposed closure of a section of Old Woodbury Road to Cane Creek Road. Staff confirmed that both Public Hearings had already been properly advertised in accordance with legal requirements for that date and time. It was recommended that the Board formally approve and set the Public Hearings as presented. Commissioner Snelson made a motion to set both Public Hearings for June 24, 2025, at 6:00 p.m. The motion was seconded by Commissioner Threadgill. All were in favor. XIV. REPORT FROM COUNTY ADMINISTRATOR County Administrator Gorton reported that he met with Dean Communications last week to discuss ongoing issues with the County's public safety radio system. He stated that the Sheriff's Department continues to experience problems with radios losing signal and that Dean Communications may have a solution to modernize the County's communications infrastructure, offering a long-term fix rather than another temporary patch. A presentation was being scheduled, but due to the already full June 24, 2025, Meeting, Staff would ask ifMr. Dean could present at the July 7, 2025, Regular Meeting at 6:00 p.m. instead. Commissioners discussed previous investments in the radio system and expressed concern over repeating expenditures without adequate performance. The Board emphasized that any new proposal must include detailed guarantees and preferably a performance-based contract. Commissioner Snelson requested that Staff explore options from competing vendors and look into what surrounding counties, such as Harris and Troup, are using. Harris County was currently undergoing a major $12-14 million upgrade, also being handled by Dean Communications. Commissioners stressed the need to avoid repetitive spending and to ensure full understanding ofhow future systems would adapt to infrastructure changes, such as upgrades to 5G service. County Administrator Gorton also shared that he attended the Airport Authority meeting earlier that day and requested the bid amount for the airfield lighting project. He would report back to the Board once he received the figures. Additionally, the County's new hot patcher arrived but had to be temporarily replaced due to a malfunctioning control panel, which would be repaired under warranty. He reported that EMC had finalized verbiage for the task order related to the courthouse renovation, including a one-year minimum workmanship warranty for inclusion in the RFP for the LMIG-funded project. County Administrator Gorton and County Clerk Stephens had also been finalizing the IGA for SPLOST distributions with the municipalities. Lastly, he noted that the County audit was nearing completion, with the final draft received and currently under review before submission to the Department of Audits and Accounts (DOAA). XV. REPORT FROM COUNTY COMMISSIONERS Commissioner Bryan Threadgill: Commissioner Threadgill had nothing to report. Vice Chairman Emmett Collins: Vice Chairman Collins had nothing to report. Commissioner Jennifer Snelson: Commissioner Snelson expressed her anticipation for the upcoming Peaches in the Pines event scheduled for Saturday, encouraging the public to attend and support the festivities at Lake Meriwether in Woodbury. She also encouraged residents to support the youth baseball tournaments taking place on Friday and Saturday in Woodbury, emphasizing the importance of community support for local recreation programs. Commissioner Gene King: Commissioner King reported on the success ofthe rodeo held over the weekend at the Towerhouse Brewery Fairgrounds in Gay. Despite initial concerns about the weather, the event experienced favorable conditions and drew a good crowd. He noted that while it was the first time organizing the event, he looks forward to resolving minor issues and improving it for next year. Commissioner King also expressed his appreciation for County Staff and Public Works, stating that citizen concerns had been addressed efficiently, often requiring only a single phone call. He acknowledged the positive feedback from residents who were thankful for the responsiveness and effectiveness of the County's efforts. Chairman Adam Worsley: Chairman Worsley extended his gratitude to County Staff and all those contributing through their hard work. He encouraged residents to take advantage of the many recreational and community offerings available in Meriwether County over the coming months. Highlighting local events, river activities, and hiking trails, he emphasized that there was much to enjoy across the County and urged the Public to get out and participate in these opportunities. XVI. REPORT FROM COUNTY ATTORNEY County Attorney Nathan Lee had nothing to report. XVII. EXECUTIVE SESSION A motion was made to go into Executive Session at 7:02 p.m. for the purposes ofLitigation, Personnel, Real Estate, and Tax Matters by Commissioner King. This motion was seconded by Commissioner Threadgill. All were in favor. A motion was made to go out of Executive Session at 7:26 p.m. by Commissioner Threadgill and seconded by Vice Chairman Collins. All were in favor, A motion was made to go back to Regular Session at 7:28 p.m. by Commissioner King and seconded by Commissioner Snelson. All were in favor. Chairman Worsley stated that no action was taken during Executive Session. XVIII. FUTURE MEETINGS & NOTICES Chairman Worsley read the Future Meetings and Notices before entering into Executive Session. XIX. ADJOURNMENT With no further business, a motion was made to Adjourn the Meeting at 7:28 p.m. by Commissioner Threadgill and seconded by Commissioner Snelson. All were in favor. Approved by: Aajorty Vok of We Bard Of Conumisibres Attest: Wyan & Atyohew, Tounly Sork Date: Duuhe 24,1015